Vehicle Fleet Safety

VEHICLE FLEET SAFETY & USAGE

Policy
1. The purpose of this policy is to ensure the safety of those individuals who drive for company purposes (company vehicles and/or personal vehicles) and to provide guidance on the proper use and issuance of vehicles. Vehicle accidents are costly to our company, but more importantly, they may result in injury to you or others. It is the driver’s responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property damage. As such, ESCO Group endorses all applicable state motor vehicle regulations relating to driver responsibility. ESCO Group expects each driver to drive in a safe and courteous manner pursuant to the following safety rules. The attitude you take when behind the wheel is the single most important factor in driving safely.
Fleet Vehicle Issuance
1. Company vehicles will be issued to employees based on an approved project needs assessment. Project needs assessments shall be completed by the business unit director or their designee and submitted to the Fleet Manager.
2. Reasonable time, two weeks at a minimum, shall be provided for the fleet manager to procure an appropriately equipped vehicle upon the approved business unit director’s request.
3. Vehicle selection and options shall be based on the ESCO Group Tiered System (Vehicle options change based on manufacturer’s equipment packages):
  1. Tier 1: Designated Construction/Industrial Site (Site Use Only)
  2. Tier 2: Project Site Leaders (Example: Supervisor and General Foreperson)
  3. Tier 3: Mid-Level Management (Example: Account and Department Managers)
  4. Tier 4: Upper-Level Management (Example: Business Unit Directors)
Fleet Vehicle Intended Use
1. Company vehicles are issued to approved fleet drivers for company use purposes, i.e. project completion and client management and servicing needs.
2. Personal use shall not be permitted without Direct Supervisor approval unless the usage is incidental, outlined below.
3. Incidental Personal Usage (Not Requiring Direct Supervisor approval):
  1. Errand on direct route of travel to or from work in relations to the driver’s place of residence.
  2. Employees working away from home requiring lodging other than their place of residence may use the vehicle for non-work-related activities while traveling for ESCO Group business.
4. Violation of the Personal Use guidelines may lead to loss of use of company vehicles and/or termination of employment. Direct Supervisors shall enforce the personal usage guidelines with the fleet manager’s assistance for repeated violation of guidelines.
Driver Guidelines and Reporting Requirements
1. Company vehicles are to be driven by authorized employees only, except in case of repair testing by a mechanic. An employee is deemed to be authorized upon successfully passing a motor vehicle background check upon pre-employment, to meet a contractual agreement of client requirements, and/or on an annual basis thereafter. (See the “Authorized Drivers Motor Vehicle Record (MVR) Criteria Point System” portion of this policy for the criteria to meet to become an authorized driver.)
2. Any employee who has a driver’s license revoked or suspended shall immediately notify the Safety Department or the Human Resource Director by 8 a.m. the next business day, and immediately discontinue operating the vehicle (company or personal) for company purposes. Failure to do so may result in disciplinary action, up to and including termination of employment.
3. All accidents that occur while operating for company business, regardless of severity, must be reported to the police, Fleet Manager, and the Safety Department. Accidents are to be reported immediately (from the scene, during the same day, or as soon as practicable if immediate or same day reporting is not possible due to injury). All accidents within company vehicles shall be photographed by the driver unless injury prevents or as long as the employee’s safety is not compromised by doing so. If a camera is not available at the scene of the accident that involves a personal vehicle, pictures must be taken as soon as possible for documentation and provided to the Safety Department. Accidents in personal vehicles while on company business must follow these same accident procedures.
4. In accordance to workers compensation reporting requirements, accidents involving the employee’s personal injury must be reported to the Safety Director as stated in the Injury and Illness procedures document. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action, up to and including termination of employment.
5. Drivers must report all ticket violations received within 72 hours to the Safety Department. Employees that fail to report violations or accidents within the given time period will be subject to a written warning.
6. Drivers will be held accountable financially for all traffic camera violations. Employees are expected to reimburse the company for traffic camera violations promptly via expense account deduction or direct payment to ESCO Group. Unassigned vehicles or pool vehicles must be checked out prior to use. Approved drivers may check out a vehicle from the Fleet Manager, Office Receptionist, or the Jobsite Supervisor. Drivers’ scorecards will not be affected by traffic camera violations because traffic camera violations are not included on motor vehicle records background checks.
7. Motor Vehicle Records (MVR) will be obtained on all drivers for whom authorization to drive on company business is being determined. The Fair Credit Reporting Act (FCRA) requires that we notify employees prior to obtaining an MVR that a consumer report will be obtained. Therefore, employees must complete and sign the Disclosure and Authorization form. The Safety Director will provide employees with a copy of “A Summary of Your Rights, Under the Fair Credit Reporting Act” prior to requesting a check of the employees’ MVR, MVR will be obtained annually. A driving record that fails to meet ESCO Group’s MVR criteria stated in this policy, or is considered to be in violation of the intent of this policy will result in a loss of the privilege of driving for company business.
8. The company business is defined as driving in the direction, or for the benefit, of the employer. It does not include normal commuting to and from work.
Driver Criteria & Administration
1. Employees must have a valid and current ‘full’ driver’s license issued within the state of origination to operate a company vehicle, or a personal vehicle with current auto insurance while on company business. Employees with Intermediate Driver’s Licenses are not allowed to operate vehicles for company purpose/business. (A copy of the authorized drivers’ insurance card and driver’s license must be given to the Human Resource Department and maintained annually within the employee file.)
2. As a condition of employment employees must sign a “Vehicle Use Agreement” prior to driving on company business, be it in a company vehicle or personal vehicle.
3. ESCO Group will conduct driver awareness classes that employees must attend if drivers do not meet point system criteria.
4. Employees are expected to drive in a safe and responsible manner and to maintain a good driving record. The Human Resources Department and the Safety Department will be responsible for reviewing records, including accidents, moving violations, etc., to determine if an employee’s driving record indicates a pattern of unsafe or irresponsible driving, and to make a recommendation to Executive Management for suspension or revocation of driving privileges.
Authorized Drivers Motor Vehicle Record (MVR) Criteria Point System
1. Motor vehicle record checks will be conducted for the previous 36 months for all employees. If an individual’s MVR indicates they are a safety liability while operating a motor vehicle the individual may not be allowed to drive for company purposes. Depending on the employee’s job requirements the employee may be subject to termination if they are not able to fulfill their job requirements. All employees required to drive for company business (company vehicle or personal vehicle) will be subject to the MVR Criteria Point System (below and page 61-16). Employees that score 6 or more points or require the SR-22 filing or form will have their driving privileges revoked and may be eligible for MVR Probation outlined within this policy.
2. Type A Violations (Driving Privileges Automatically Revoked for 36 Months From Date of Infraction)
  1. DUI or DWI.
  2. Negligent homicide arising out of the use of a motor vehicle.
  3. Using a motor vehicle for the commission of a felony.
  4. Assault with a motor vehicle.
  5. Theft or operating a vehicle without the owner’s authority.
  6. Reckless driving (road conditions will be taken into consideration).
  7. Racing.
  8. Hit and Run-failing to stop following an accident.
3. Type B Violations (Points Are Assigned According to MVR Criteria Point System Scorecard on Page 14)
  1. Fleeing or eluding a police officer.
  2. Operating a vehicle with a suspended or revoked license.
  3. Speeding.
  4. Following too closely.
  5. Running a stop sign or stoplight.
  6. At-fault accident.
  7. Failing to yield right of way.
  8. No insurance.
  9. Faulty brakes.
  10. Improper stopping on a highway.
  11. Lane violations or improper turn
  12. Wrong-way on a one-way street.
  13. Improper use of cell phone or mobile devices while operating a Company or personnel vehicle for Company business.
  14. Once an employee is deemed to be an authorized driver the employee motor vehicle report will be reviewed annually at a minimum. That report will be measured against the criteria point system defined above to determine the status as an authorized driver. Refer to the MVR Review Form of this policy.
Driver Safety Rules
1. The use of a company vehicle while under the influence of intoxicants and other drugs (which could impair driving ability) is forbidden and is sufficient cause for discipline, up to and including termination of employment.
2. Factory vehicle integrated hands-free cell phone calls will be permitted in jurisdictions that permit such application usage. Handheld devices will not be allowed for usage by the operator of the vehicle, no matter the jurisdiction.
3. Text messaging, and emailing, can be completed when the driver has the vehicle “parked” in a safe location not in the travel portion. ESCO Group corrective action procedure will be followed for discipline, which includes up to termination of employment.
4. Participation in video conference calls will not be permitted for the operator of the vehicle. Factory vehicle integrated hands-free audio will be permissible per 5b of this policy for the operator of the vehicle for conference calls.
5. No driver shall operate a company vehicle when his/her ability to do so safely has been impaired by illness, fatigue, injury, or prescription medication.
6. All drivers and passengers operating or riding in a company vehicle must wear seat belts. No passengers are permitted to ride in the back of a truck, van or any other vehicle that does not have a seat with a proper seat belt.
7. Drivers are responsible for the security of company vehicles assigned to them. The vehicle engine must be shut off, ignition keys removed, and vehicle doors locked whenever the vehicle is left unattended. Customer site-specific rules will apply while on the customer’s property.
8. All-State and Local laws must be obeyed
9. Inspection of vehicles must be completed prior to use.
10. Drivers are to drive at the speed of traffic but never to exceed the posted speed limit. In adverse driving conditions, reduce speed to a safe operating speed that is consistent with the conditions of the road, weather, lighting, and volume of traffic.
11. Drivers are required to maintain a safe following distance at all times. Drivers should keep at least a four to six-second interval between their vehicle and the vehicle immediately ahead; time shall be doubled for poor conditions. During slippery/wet road conditions, the following distance should be increased to at least eight to twelve seconds.
12. Drivers must yield the right of way at all traffic control signals and signs requiring them to do so. Drivers should also be prepared to yield for safety’s sake at any time. Pedestrians and bicycles in the roadway always have the right of way.
13. Turn signals must be used while going into traffic and before every turn or lane change.
14. When passing or changing lanes, view the entire vehicle in your rearview mirror before pulling back into that lane.
15. Be alert of other vehicles, pedestrians, and bicyclists when approaching intersections. Never speed through an intersection on a caution light. When the traffic light turns green, look both ways for oncoming traffic before proceeding.
16. When waiting to make left turns, keep your wheels facing straight ahead. If rear-ended, you will not be pushed into the lane of oncoming traffic.
17. When stopping behind another vehicle, leave enough space so you can see the rear wheels of the car in front. This allows room to go around the vehicle if necessary and may prevent you from being pushed into the car in front of you if you are rear-ended.
18. Avoid backing where possible, but when necessary, keep the distance traveled to a minimum.
19. Check behind your vehicle before backing.
20. Do not back around a corner or into an area of no visibility.
Fatigue Management
1. No employee’s work shift shall extend over 16 hours without prior management approval. This shall include transportation time, i.e. driving to and from the project location.
2. Driving periods shall not extend over 12 hours in duration total for one single work shift without prior management approval.
3. Employees traveling back and forth daily for projects in excess of 90 minutes shall have optional company-paid lodging offered to them by management if they are commuting more than 4 consecutive shifts.
4. When multiple employees are in the vehicle the driver cannot be the only one left awake.
5. If multiple employees are in the vehicle the other person (assuming they are an approved driver) should be asked to drive if the driver is feeling fatigued.
6. Employees can utilize designated rest stops or acquire lodging if they are fatigued.
Accident Procedures
1. In an attempt to minimize the results of an accident the driver must prevent further damages or injuries and obtain all pertinent information and report it accurately.
  1. Call for medical aid if necessary.
  2. Call a member of the ESCO Safety Department immediately for all accidents that involve the other party sustaining serious or fatal injuries. The Safety Department will enable the catastrophic procedures if they deem necessary.
  3. Immediately contact and report the accident to the authorities (Police, Highway Patrol, and Sheriff) and ask that they provide you with a written report of the accident.
  4. Record names and addresses of the driver, witnesses, and occupants of the other vehicles and any medical personnel who may arrive at the scene.
  5. If another party is admitting fault, have them complete the exoneration card found within this policy. The Exoneration card is also included in the vehicle insurance packet contained in the glove compartment of company vehicles.
  6. Complete the form located in the Vehicle Accident Packet, a packet of necessary forms and information on how to complete them when an accident occurs. Pertinent information to obtain includes license number of other drivers; insurance company names and policy numbers of other vehicles; make, model, and year of other vehicles; date and time of the accident; and overall road and weather conditions.
  7. Where feasible and safe to do so, take pictures of the accident scene and vehicles involved. Use the Photographing and Accident Scene document found within this policy. The Photographing and Accident Scene document is also included in the vehicle insurance packet contained in the glove compartment of company vehicles.
2. Do not discuss the accident with anyone at the scene except the police. Do not accept any responsibility for the accident.
3. Provide the other party with your name, address, driver’s license number, and insurance information.
4. Immediately report the accident to the Fleet Manager or Human Resources or Safety Department. Provide a copy of the accident report and/or your written description of the accident to the Safety Director within the same day.
5. There will be a formal accident review conducted on each accident to determine the cause and how the accident could have been prevented. An ESCO Group Safety “First Report of Accident” will be completed by the driver with the assistance of the Human Resource/Safety Department.
6. Vehicles equipped with forward-facing and/or rear-facing safety monitoring cameras will be required to submit recorded accident footage to the Fleet Manager regardless of fault or severity. This shall be done within a timely manner per the Fleet Manager’s request.
General Rules and Regulations for the Use of Company Fleet Vehicles
1. An employee to whom a vehicle is assigned shall be fully responsible for the general maintenance and proper care of the vehicle. On job sites where more than one vehicle is assigned the job superintendent is responsible for all vehicles on the job. They shall see that all vehicles are maintained properly and that the company vehicle policy is adhered to.
2. The vehicle color, factory options, and equipment are standardized and shall not be altered, except as authorized by the company official.
3. It is the responsibility of the assigned driver to inform the Fleet Manager of any vehicle maintenance needs or safety problems.
4. Employees will be held accountable for maintaining proper fluid levels and tire air pressure. Present the vehicle for repair, service, or adjustment whenever such is needed, and preventative maintenance when due.
5. Vehicles provided by the company are provided to eligible employees to enable them to efficiently perform their job functions for the employer. Vehicles must be used for their intended purpose you must follow the manufacturer’s recommendations. If there are any questions or concerns contact the vehicle Fleet manager.
6. When hauling material in the bed of a truck or on a trailer all loads must be securely fastened down to prevent loads from shifting. Truck or trailer capacity must not be exceeded.
7. No employee assigned a vehicle will be allowed in any way the use of a company vehicle and/or fuel credit card for their personal use or gain.
8. Copies of the Vehicle Registration, a copy of the Insurance Card, and a Vehicle Accident Report packet must be kept in the vehicle at all times.
9. Smoking is prohibited in all company vehicles.
10. Vehicles provided by the company are provided to eligible employees to enable them to efficiently perform their job functions for the employer. Vehicles shall not be used for personal gain, including used for “moonlighting/side projects” or in such a way as a “for-hire” taxi service such as “Ride Share” businesses i.e. Uber, Lyft, et al.
11. Vehicles provided by the company are to be returned to the company branch headquarters for any of the following reasons: Completion of project, retirement, resignation, multiple vehicles on a project, and loss of approved driver status.
12. Company vehicles will be equipped with safety monitoring cameras to allow for higher security and more thorough accident and incident investigation. Cameras shall not be tampered with or removed from the vehicles. The cameras are equipped with global positioning systems (GPS).
13. Company vehicles will be equipped with safety and usage monitoring data collecting devices to allow for higher security, vehicle location, maintenance needs, usage for cost analysis, and more thorough accident and incident investigation. These data collecting devices shall not be tampered with or removed from the vehicles.
Use of Pool Vehicles
1. ESCO Group will maintain a pool of vehicles that may be used by employees for travel on company business.
2. Automobiles should be reserved and are available on a first-come, first-served basis. In case of conflicting requests, priority will be given to out-of-town trips.
3. When the pool vehicles are not in use, they are to be left in allocated parking areas. Keys to the vehicle should be returned to the pool vehicle administrator.
4. Assigned company fuel credit cards are to be used only with the assigned pool vehicle. Fuel receipts are to be filled out completely with the correct date, gallons, price per gallon, total price, and mileage at the time of fill-up.
5. Pool vehicles are to be left with a full tank of fuel when returned.
6. Pool vehicles are to be kept clean. Trash should not be left in the pool vehicles. All personal or company items or materials should be removed prior to returning vehicle.
Vehicle Maintenance
1. Proper vehicle maintenance is a basic element of any fleet safety program, not only to ensure a safe, road-worthy vehicle, but also to avoid costly repair expenses and unexpected breakdowns.
  1. Routine inspections or safety checks of critical items, such as brakes, lights, tires, wipers, etc., must be done every 15,000 miles or sooner if a problem arises. These inspections are performed by the driver and the Fleet Manager. It is also required to visually inspect the vehicle before starting the vehicle.
  2. Oil changes are due every 3,000 to 5,000 miles.
  3. Tire rotations are due every 12,000 to 15,000 miles.
  4. Vehicles should have a tune-up, transmission service, cooling system service, brake service, AC service, etc. as needed.
  5. The vehicle must be cleaned (interior and exterior) regularly to help maintain its good appearance for you and the company. A clean vehicle makes a good impression on clients.
2. Prior approval from the Fleet Manager is required on any vehicle maintenance needs. It is mandatory that a person from the service center receives permission from the Fleet Manager before performing any maintenance and/or repairs.
Personal Automobiles
1. Employees who use their personal vehicle for company business will be reimbursed for mileage pursuant to policy Business and Travel Expense in the Policies and Procedures Manual. Reimbursed mileage is defined as mileage driven over and above the employee’s normal commuting mileage.
2. The use of motorcycles, mopeds or ATV’s for company business is prohibited.
3. Damage to employee-owned personal automobiles, other party’s automobiles, as well as injury to other party, family members, friends, etc., will not be covered by the corporate coverage and therefore, is the sole responsibility of the employee.
4. The employee shall carry automobile insurance with the minimum coverage of $300,000 collision/$300,000 medical.
5. Employees are required to provide valid proof of insurance coverage in order to be an “Approved Driver” for personal use of their automobile for company purposes. Employees shall be named on the proof of insurance, either, directly on the card or documentation from the insurance company denoting the employee as an additional insured if not named directly on the insurance card.
6. Employees shall not be considered eligible for mileage reimbursement if a valid proof of insurance is not on file with the corporation.
7. Employees shall immediately report personal automobile accidents that occur during the course of business to the safety department for proper management.
8. Executives or account managers that receive a designated vehicle stipend shall be subject to the guidelines set forth by “Personal Automobiles” except receiving mileage reimbursement, no mileage reimbursement shall be awarded. Additionally, employees that receive a designated vehicle stipend shall be permitted to submit vehicle maintenance expenses and fuel expenses for reimbursement.
Rental Vehicles
1. The employee must choose to purchase the rental provider’s full coverage insurance when renting a vehicle for company business. Employees will be reimbursed the full amount.
2. Return rental vehicle full of appropriate fuel.
3. All other fleet rules apply to rental vehicles.
Fleet Vehicle Liquidation
1. Fleet vehicles leaving the fleet will be offered to employees at fair trade-in market value based on accredited pricing guidelines.
  1. Employees that have company vehicles issued to them that are being removed from the fleet will have the first right of refusal on the purchase of the vehicle.
  2. Employees will be notified of available fleet vehicles via company email.
  3. The vehicles will be sold on a first come, first served basis.
  4. All employee inquiries for fleet vehicle must be via email to allow time stamping.
  5. The internal sale of the vehicle will be a maximum of 5 business days.
  6. All sales are final and all vehicles are “As Is”.
  7. Proper payment shall be received prior to the vehicle title being signed over to the purchasing party.
2. Vehicles that are not sold internally will either be sold to the public, traded-in, or sold for auction to local dealerships.
3. Prior to sale, all company equipment, identification and property shall be removed.
4. The Fleet Manager shall receive approval from company leadership team for all sale prices of all company assets, including fleet vehicles.

Vehicle Use Agreement

Annual MVR Review

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